Senior Secretary

Senior Secretary

Under the direction of a classified or certificated director, perform advanced-level secretarial duties requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the director of routine administrative and clerical details.

Incumbents in the Senior Secretary classification serve as secretary to a classified or certificated director. Senior Secretary assignments require extensive knowledge of District policies and departmental operations, and incumbents are expected to exercise independent judgment and initiative. Positions in the Secretary classification perform responsible secretarial duties in support of a classified supervisor, high school Assistant Principal and/or Vice Principal.

Serve as secretary to a classified or certificated director; plan, organize and coordinate activities to relieve the administrator of routine clerical details. Interview callers by telephone and in person, including students, teachers, administrators, parents and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations. Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials.

Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned. Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish and maintain project and confidential files. Some positions may be required to prepare a departmental newsletter. Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes. Transcribe materials from dictation equipment as required by the position. Maintain a variety of complex personnel records, time sheets, lists, files and records including confidential materials. Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures; assure timely payment of bills for services rendered from outside agencies. Provide secretarial and clerical assistance to other staff as necessary; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations. Receive, open and screen incoming mail and independently compose replies according to established procedures. Operate a variety of office equipment such as typewriter, personal computer, copiers and calculator. Coordinate communications between supervisor and other District staff and the public. Perform related duties as assigned.

Knowledge of: District organization, operations, policies and objectives. Applicable sections of State Education Code and other applicable laws. Organization, rules and programs related to an assigned office or function. Personal computer software applications, i.e., Microsoft Word, Excel, Power Point, Outlook, internet, etc. Modern office practices, procedures and equipment. Telephone techniques and etiquette. Financial and statistical record keeping techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Ability to: Perform advanced-level secretarial duties requiring independent judgment and analysis. Plan, organize and coordinate office activities and communications to relieve the administrator of routine clerical details. Work independently with little direction. Transcribe materials accurately as required by the position. Type at 45 words net per minute from clear copy. Operate computer software applications, i.e., Microsoft Word, Excel, Power Point, Outlook, internet, etc. Analyze situations accurately and adopt an effective course of action. Compose independently or from oral instructions letters, memos, bulletins or other material. Read, interpret, apply and explain rules, regulations, policies and procedures. Maintain records and prepare reports. Communicate effectively both orally and in writing. Meet schedules and time lines. Add, subtract, multiply and divide quickly and accurately. Maintain behavior that is professional and responsible. Demonstrate attendance sufficient to complete the duties of the position as required. Establish and maintain cooperative and effective working relationships with others. Demonstrate mental acuity sufficient to perform the essential functions of the position. Demonstrate empathy, friendliness, patience and responsibility. Be motivated to produce high quality work product. Comprehend and follow directions. Maintain a work pace appropriate to the position.

Any combination equivalent to: graduation from high school supplemented by courses in business or secretarial science and three years of increasingly responsible secretarial and clerical experience. Licenses and other requirements: Some positions in this class may be required to utilize a second designated language. Some positions in this class may be required to possess a valid California driver's license. Must be, and remain, insurable under the District's vehicle driver's insurance policy at the standard rate. Working conditions: Environment: Office environment; subject to constant interruptions and noise. Physical abilities: Dexterity of hands and fingers to operate a computer and office equipment; sitting or standing for extended periods of time; kneeling and bending; reaching horizontally and overhead to retrieve and maintain files and to store supplies and records; lifting and carrying objects weighing up to 25 pounds; and hearing and speaking to exchange information in person and on the phone. Hazards: Incumbents may be exposed to contact with angry or dissatisfied individuals and sick or bleeding students.